Administrative Assistant
4 months ago
**We are Growing Again**
- Be responsible for any administrative tasks within the preventative maintenance department as required.
- **Thrive in a busy environment**, capable of managing multiple priorities.
- Have a **cheerful attitude** and the willingness to jump in wherever you are needed.
- **Enjoy learning new things**, take initiative, and adapt quickly to new responsibilities and challenges.
- Perform tasks **independently**, while also **collaborating effectively** with the rest of the team.
- Produce **accurate, well-presented documents**, taking pride in your attention to detail and organizational skills.
- Not be intimidated by technical jargon and have the curiosity to learn its meaning.
- **Grasp the complexities** of the job quickly and demonstrate the ability to handle various responsibilities with precision.
**Key Responsibilities**:
- Prepare, review, and finalize reports for management signatures, ensuring **complete accuracy** in all documentation.
- Gather and verify pricing from various suppliers for repair estimates, providing precise information to the estimating team.
- **Once pricing is accepted**, confirm and order the correct parts, ensuring all details are accurate and complete with a purchase order.
- Work closely with electricians and review past history to verify the correct parts are being ordered.
- Take proactive steps to confirm all specifications and requirements are met before completing orders.
- Maintain and update the CMMS (Computerized Maintenance Management System), ensuring **accurate tracking of project costs, charges, and financial data**.
- Organize and manage closeout documents for completed projects, ensuring all paperwork is accurate and easily accessible.
- **Work closely with all team members** and report directly to the Preventative Maintenance Manager.
**Qualifications**:
- Proven experience in an administrative role, preferably within a maintenance, construction, or technical environment.
- **Strong attention to detail** and accuracy in managing data, financial documentation, and reporting.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Experience with CMMS software or a willingness to learn, with an understanding of **project finances, including cost tracking and budget management**.
- Ability to **multi-task and thrive under pressure** while maintaining a high level of accuracy in a fast-paced environment.
- Excellent communication skills, both written and verbal.
**What We Offer**:
- Competitive salary and benefits package.
- Opportunities for personal growth and professional fulfilment
- A collaborative and supportive work environment.
If you're personally motivated, **organized**, and take pride in delivering high-quality, accurate work, we'd love to have you on our team
**Experience**:
- Administrative experience: 3 years (required)
Work Location: In person
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